Are untraditional meeting venues worth the bother?
(including our 3 pro tips for successful meetings in the unfamiliar)
In today’s fast-paced business world, meetings are essential for fostering collaboration, creativity, and decision-making. But the venue where you hold your meeting can dramatically influence the results. Traditional meeting rooms in hotels or offices are familiar and convenient, but more and more companies are turning to untraditional meeting venues like nature retreats, cultural museums, or even historic landmarks. These unique locations promise to elevate the meeting experience, but are they really worth the extra effort?
Let’s explore the benefits of untraditional meeting venues and weigh them against the potential challenges they pose.
The benefits of stepping outside the box
1. A fresh environment encourages creativity
Untraditional meeting venues like nature retreats or cultural spaces can provide a much-needed break from the typical corporate setting. Research shows that stepping out of a familiar environment can stimulate creativity and fresh thinking. Whether it’s the tranquility of a forest retreat or the inspiring architecture of a museum, these environments help participants escape their usual routines and open their minds to new ideas.
• Example Study: Berman, M. G., Jonides, J., & Kaplan, S. (2008). The cognitive benefits of interacting with nature. Psychological Science
2. Improved team bonding
When meeting in a non-traditional venue, such as a scenic outdoor location or an art gallery, attendees often feel more relaxed and connected. These spaces encourage collaboration and informal conversations that may not happen in a conventional meeting room. The novelty of the setting can foster stronger bonds between team members, promoting a sense of unity and shared experience.
• Example Study: Tjosvold, D., & Tjosvold, M. M. (1991). Team building and team effectiveness: Theory and applications. Journal of Management Development
3. Engagement beyond the meeting
Unique venues often come with opportunities for side activities that extend beyond the typical meeting agenda. For example, a nature retreat might offer team-building exercises, hiking, or meditation, while a museum setting could include private tours or interactive workshops. These additional experiences can help create lasting memories and increase engagement, leaving participants more energized and satisfied.
• Example Study: Pine, J. B., & Gilmore, J. H. (1998). Welcome to the experience economy. Harvard Business Review
The potential challenges of untraditional venues
1. More planning and logistics
While untraditional venues offer a fresh experience, they also come with additional planning challenges. For instance, hosting a meeting in nature or in a remote location may require more logistical effort—such as arranging transportation, accommodating different weather conditions, or ensuring that the necessary technology is available. This can be a lot to manage for the meeting planner, especially if the venue lacks the infrastructure that typical conference centers offer.
2. Participant hesitation
Not everyone is immediately comfortable with the idea of meeting in an unconventional setting. For some participants, the familiarity of a traditional venue provides a sense of security and predictability. Attendees might worry about comfort, access to amenities, or simply the unknown. This hesitation can be a hurdle, particularly if the meeting is intended to focus on critical business discussions rather than creative brainstorming.
3. Cost considerations
While untraditional venues can offer memorable experiences, they may also come with additional costs. Factors such as transportation, renting specialized equipment, or paying for unique services can quickly add up. That said, some untraditional venues, particularly those in less urbanized areas, might actually be more costeffective than big-city locations—so it’s important to evaluate your options carefully.
Weighing the decision
Ultimately, the decision to host a meeting in an untraditional venue comes down to balancing the potential benefits with the logistical realities. If your goal is to stimulate creativity, strengthen team bonds, and create an unforgettable experience, an unconventional venue might be worth the effort. The unique environment can act as a catalyst for innovation and collaboration, which can translate into powerful outcomes for your business.
However, if your priority is ease of planning, participant comfort, or focusing on straightforward business discussions, a traditional meeting room might still be the best option. Sometimes, what we know feels like the safest choice, and there’s nothing wrong with that. The key is understanding the objectives of your meeting and determining whether the venue supports those goals.
A balanced approach: The best of both worlds
One way to reap the benefits of untraditional venues without all the hassle is to choose destinations that offer flexibility. For example, at The Habitat, we blend the best of both worlds by providing state-of-the-art facilities in a serene, natural environment. You can enjoy the inspiration of an untraditional setting while still having the professional infrastructure you need to conduct your meeting efficiently.
Conclusion
Untraditional meeting venues can be a refreshing change that elevates the entire experience—boosting creativity, engagement, and connection. But they also come with extra planning and potential hesitations. The key is to assess the needs of your team and the goals of your meeting. If the benefits align with your objectives, stepping outside the box might just be the spark that takes your meeting from ordinary to extraordinary.
Our 3 pro tips for untraditional venues
1. Do a site visit and prepare for contingencies
While untraditional venues can provide a fresh and inspiring setting, they may come with unexpected challenges. Always schedule a site visit well in advance to evaluate the space, check for necessary equipment, and identify potential risks like weather conditions or technical limitations. Prepare contingency plans, such as renting portable equipment or arranging alternative transportation, to ensure that everything runs smoothly even if surprises arise.
Pro Tip: Create a checklist tailored to untraditional venues, covering aspects like internet connectivity, accessibility, parking, and climate control. Bring along any necessary vendors for audio-visual, catering, and other services during your site visit to assess their specific needs.
2. Communicate clearly with attendees
Attendees may be unfamiliar or hesitant about an unconventional meeting location, so clear communication is key. Send detailed information ahead of time that includes directions, parking options, and any special instructions about the venue’s layout or features. It’s also helpful to explain the benefits of the unique setting, such as opportunities for outdoor breaks, local activities, or cultural experiences. This helps manage expectations and eases concerns.
Pro Tip: Consider sending out a brief FAQ or video tour of the venue to attendees beforehand, showcasing the venue’s highlights and reassuring them about any uncertainties they might have.
3. Keep comfort and convenience in mind
Untraditional venues may lack the comforts of traditional conference spaces, such as ergonomic seating, reliable Wi-Fi, or nearby restrooms. Ensure that the venue provides what your attendees need to stay comfortable throughout the meeting. If certain amenities are lacking, be prepared to bring in temporary solutions, such as portable restrooms, extra seating, or rented Wi-Fi hotspots.
Pro Tip: Create a “comfort kit” for your attendees, which might include water bottles, snacks, or even blankets for outdoor venues. These small touches show attention to detail and enhances the overall experience.
